Bide Hotels ("we", "our", or "us") operates digitally-managed boutique hotels across Scotland. We are dedicated to safeguarding the privacy and personal data of our guests in compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
1. Information We Collect
To provide seamless hospitality and secure digital room access, we collect information when you book or interact with our properties:
- Contact & Identity Details: Full name, email address, phone number, and billing/home address.
- Reservation & Stay Information: Dates of stay, room selection, special requests, and direct communication history (via email or WhatsApp).
- Payment Information: Processed securely via our PCI-DSS compliant payment gateway (Mews Payments / Stripe). We never store your full credit card numbers on our local servers.
- Access & Security Data: Unique PIN codes generated for your electronic door lock entry and automated access timestamps.
2. How We Use Your Data
We process your personal data strictly for lawful, hospitality-related purposes:
- To confirm reservations and deliver your arrival information (door PIN codes, directions, Wi-Fi details).
- To provide real-time digital concierge support via phone, email, or WhatsApp during your stay.
- To issue automated VAT receipts and business invoices upon checkout.
- To maintain site performance, security, and understand anonymous traffic patterns via analytics.
3. Third-Party Service Providers
We work with trusted industry partners who adhere to rigorous data protection standards:
- Property Management System (Mews): Handles online bookings, guest registration, and secure payment processing.
- Digital Door Access Systems: Encrypted door lock software for keyless entry code generation.
- Analytics & Diagnostics (Google Analytics & Microsoft Clarity): Used anonymously to improve website speed, navigation, and usability.
4. Cookies & Website Analytics
Our website uses necessary cookies for core functionality and anonymous performance measurement. You can adjust your browser settings to reject non-essential cookies at any time without affecting your booking experience.
5. Data Retention & Security
We retain your personal information only as long as necessary to fulfill booking contracts, provide ongoing guest support, and satisfy UK statutory accounting and tax regulations. We employ SSL/TLS encryption, restricted access controls, and regular audits to protect all stored information.
6. Your Rights Under UK GDPR
As a guest, you have specific rights regarding your personal data:
- Right of Access: Request a copy of the personal data we hold about you.
- Right to Rectification: Request correction of inaccurate or incomplete data.
- Right to Erasure: Request deletion of your personal data where statutory retention grounds no longer apply.
- Right to Restrict or Object: Object to processing of your information under certain conditions.
7. Contact Our Data Privacy Team
For any questions or requests regarding your data, please contact our team directly:
Email: hello@bidehotels.com
Telephone: +44 7441 368237
Postal: Bide Hotels Central Operations, Scotland, United Kingdom.